Administrative Support Specialist
4 weeks ago
We are seeking a highly organized and detail-oriented Administrative Support Specialist to support our Director. This role combines analytical and secretarial responsibilities, requiring a candidate who can effectively manage multiple tasks and maintain clear communication in a fast-paced environment.
Key Responsibilities:
- Manage the Director's calendar, travel arrangements, and appointments, ensuring efficient organization of daily tasks.
- Update and maintain various reports, including:
- Weekly Position Control: Pull Master Position Information Report and update the FY 24-25 Projected Salary Savings Analysis.
- Monthly Position Deletion Report: Complete the Vacant Position Deletion Exception Request Form using HR Data.
- Monthly Vacancy Analysis Report: Update the FY 24-25 Vacancy Analysis spreadsheet.
- Prepare agendas, distribute materials, and transcribe minutes for meetings.
- Coordinate meetings, update vacation calendars, and handle per diem submissions and facilitate document signatures and distribute internal mail.
- Provide support on various analysis projects, form updates, and divisional coordination as needed.
Requirements:
- 3-5 years of administrative assistant experience.
- High School or GED required.
- Multitasker and organized individual.
- Proven ability to multi-task and prioritize in a high-pressure environment.
- Experience managing multiple calendars, booking travel, and scheduling appointments.
- Strong communication skills and ability to ask questions to ensure clarity.
- Familiarity with data reporting and Excel spreadsheets.
- Experience supporting executives and managing workloads efficiently.
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